Modifying greetings for Email and Web Business Organizers

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The greeting for the Email Business Organizer contains information about accessing the organizer PDF and XLS file. The cover letter is included with the questionnaire PDF.

The Organizer Web Delivery greeting contains login information and alerts clients to additional documents in NetClient CS that require their attention. The cover letter is included in the Web Business Organizer. The greeting includes text variables that are replaced when the Web Business Organizer is generated with the client's name and address, the name of your firm, and login information. UltraTax CS converts the greeting into an email message to the client's address entered on the Client Communications dialog. The greeting message is sent from the email address specified in the Web Delivery Options dialog (firm, staff, or preparer). To open this dialog, choose Setup > Client Communications, then click the Web Delivery Options button.

Notes

  • By default, text in the cover letter is not included in the Web Business Organizer greeting. Mark the Include Cover Letter text in the greeting checkbox in the Web Organizer options group box on the Organizer tab to print cover text within the greeting. This option does not affect the cover letter included in the Web Business Organizer. To do this, choose Setup > [Entity] > Organizer tab and mark the checkbox in the Web Business Organizer options group box.
  • If you mark the Include Cover Letter text in the greeting checkbox and have customized the cover letter, you should make the same changes to the greeting.

Communicating the organizer password in the greeting

Complete the following steps to select the desired option for communicating the password your client needs to open the organizer PDF.

  1. Choose Setup > Client Communications.
  2. Click the Password button in the Options group box.
  3. In the Communication of PDF / XLS passwords from within the client communication group box, select the desired option:
    • If you select the do not reference a PDF / XLS delivery password option, the greeting does not include any information about the password. You need to determine an alternate way of communicating the passwords to your clients outside of UltraTax CS.
    • If you select the explain the composition of PDF / XLS delivery password in a generic way option, the greeting explains what pieces of information are in the password without giving the actual password.
    • If you select the explain there will be a separate communication of password option, the greeting mentions a separate communication and you need to determine an alternate way of communicating the passwords to your clients outside of UltraTax CS.
    • If the password is user-defined and you select the explain there will be a separate communication of password option, the greeting mentions a separate communication and you need to determine an alternate way of communicating the passwords to your clients outside of UltraTax CS.

      Note: If this option is not selected and you created a custom password for your client, the greeting does not include any information about the password.

Modifying the greetings for Email and Web Business Organizers

If desired, you can modify the greeting before it is sent. You may also use the greeting to communicate how the client should provide supporting documentation. For example, if you want all supporting documentation to be mailed to you, indicate that in the greeting.

To modify the greeting, follow these steps.

  1. Choose Setup > [Entity].

    Note: Depending on your security configuration, you might be prompted to enter the master password. Click OK to continue.

  2. Click the Organizer tab.
  3. Click the Letters & Emails button in the Documents group box to open the Letters & Emails dialog.
  4. Click the Email tab.
  5. If it is not already highlighted, highlight the Organizer Email Delivery Greeting, and click the Open button. If you are using Web Business Organizer, highlight the Organizer NetClient Delivery Greeting and click the Open button.
  6. Edit the greeting as desired.

    Note: Borders, font changes, graphics, and similar formatting changes only appear in the paper organizer. Because email messages sent from UltraTax CS are formatted as plain text, making formatting changes to the web or email organizer greeting can prevent the greeting from displaying properly. (If this issue occurs, remove all added formatting from the greeting and verify that the font is set to Times New Roman, 11 point.)

  7. Save changes by choosing Document > Save.
  8. Choose Document > Exit when finished.

Inserting custom paragraphs into the greeting

If you want, you can insert a custom paragraph into the greeting. You can select a pre-defined custom paragraph or create a custom paragraph. Custom paragraphs can appear globally for all clients when applicable or can only appear for select clients only. For more information, see Customizing client documents: custom paragraphs.

Related topic: Determining the content of Email Business Organizers

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